Executive Assistant

About Ontra
Ontra is the leader in AI-powered solutions for the private markets. Powered by industry-leading AI, data from over 2 million contracts, and a global network of legal professionals, Ontra automates critical private market workflows across the fund lifecycle. Ontra’s solutions transform unstructured data trapped in static documents into actionable intelligence, enabling firms to accelerate contracts, streamline compliance, and automate entity management. Trusted by more than 1,000 global GPs, investment banks, law firms, and advisors – including nine of the top ten PEI-ranked firms worldwide – Ontra helps firms focus on what’s important.

Our Culture
Ontra is built for people who want real ownership from day one in a remote-first environment that’s built to support it. Our customers are sophisticated, and our work reflects that. AI is engrained in how we work, and curiosity about it is part of who we are.

Ontranauts are sharp, genuinely collaborative, and invested in each other’s success. They are excellent at what they do and even better to work with. That combination is rare, and we don’t take it for granted. Learn more about our values.

For this job, we are only considering candidates based in Orange County. This is a hybrid role requiring regular commuting to the 92625 area a few times per week.

About the Role

Ontra is seeking an Executive Assistant to support our CEO. This role will report directly to the Manager, Executive Operations.

We’re looking for someone excited to manage a fast-moving executive calendar, coordinate complex domestic and international travel, serve as a trusted point of contact between our CEO and key stakeholders, and juggle a mix of professional and personal priorities with polish, discretion, and enthusiasm.

If you have exceptional multitasking abilities, strong communication skills, and the capacity to handle confidential information with integrity and discretion, we’d love to get to know you.

What You’ll Do

• Calendar Management: Own the CEO’s daily calendar, scheduling meetings and appointments, resolving conflicts, preparing meeting materials, and ensuring all attendees are up-to-speed.
• Travel Coordination: Coordinate and arrange all professional and personal travel, including hotels, transportation, meal coordination, meeting logistics, and group activity planning for domestic and international destinations.
• Administrative Duties: Manage additional administrative duties, including running errands, planning social events, booking appointments, expenses, and other everyday tasks required to free up capacity for the executive.
• Personal Assistant Duties: Manage a broad scope of personal projects for Ontra’s CEO, including home and car maintenance, vacation research and booking, party planning, and vendor coordination.
• Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between the CEO and his internal and external networks through thoughtful, professional, and timely communications and gifting.
• Correspondence: Handle all correspondence, emails, and phone calls, responding on behalf of the CEO when necessary and ensuring appropriate follow up to enhance efficiency and improve responsiveness.
• Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently.
• Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive.
• AI-Enabled Workflows: Leverage AI tools to streamline and automate recurring work such as inbox triage, meeting prep, travel itineraries, and research, freeing up time for high-judgment, high-touch support.
• Confidentiality: Maintain a high level of confidentiality and discretion in handling sensitive information and situations.
• Team Coverage: Step in as administrative coverage for other Ontra executives as needed.

What You’ll Bring

• Experience: 4+ years supporting C-suite executives in an administrative position.
• Administrative Expertise: Demonstrated understanding and application of a variety of administrative software and procedures, with Google Suite experience preferred, particularly Gmail, Google Calendar, and Google Sheets.
• Logistical Components: Must be willing to commute to 92625 on a frequent…